Barista Workshop Shopping List

A barista workshop needs more than coffee beans and espresso machines. Plan the shopping around the number of participants, the workstations you will run and the drinks you will serve during the session. You will need coffee for tasting and practice, chilled milk, drinking water, serving items and materials for measuring and cleaning up. Order coffee and catering early, then check every machine, grinder, kettle and scale before the workshop day.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Work tablesqty 6
Participant chairsqty 30
Presentation table
Reception desk
Waste binsqty 3

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 2
Digital scalesqty 6
Barista workstation matsqty 6
Milk thermometersqty 6
Shot glassesqty 12

Kitchen

Milk jugsqty 12
Tamper Matsqty 6
Coffee scoopsqty 6
Coffee spoonsqty 30
Measuring cupsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Dessert platesqty 36
Pastry forksqty 36
Serving boardsqty 6
Coffee potsqty 3

Catering

Thermos flasksqty 3
Water jugsqty 3
Coolersqty 2
Serving plattersqty 6
Roast coffee beansqty 6
Name badgesqty 30
Workshop handoutsqty 30
Groceries
- Espresso beans - 6 kilo
- Filter coffee - 1 kilo
- Whole milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Almond milk - 2 liter
- Whipped cream - 2 cans
- Vanilla coffee syrup - 1 bottle
- Caramel coffee syrup - 1 bottle
- Granulated sugar - 1 kilo
- Brown sugar - 500 grams
- Mints - 1 box
- Cocoa powder - 250 grams
- Cinnamon - 1 jar
- Black tea bags - 40 pieces
- Herbal tea bags - 30 pieces
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Apple juice - 3 liters
- Lemons - 10 pieces
- Ice cubes - 5 kilos
- Mini croissants - 40 pieces
- Mini muffins - 40 pieces
- Cinnamon rolls - 30 pieces
- Butter - 500 grams
- Young cheese - 500 grams
- Hummus - 500 grams
- Cucumber - 3 pieces
- Cherry tomatoes - 1 kilo
- Mini pistolets - 40 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Dark chocolate - 500 grams
- Milk chocolate - 500 grams
- Stirrers - 100 pieces
- Coffee filters - 100 pieces
- Barista trash bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Coffee machine cleaner - 1 package
- Milk system cleaner - 1 pack

Cleaning

Microfiber clothsqty 12
Dish brushesqty 3
Cleaning glovesqty 4

Tips

Allow at least 250 g of roasted coffee beans per participant if people will taste several coffees and practise espresso. Portion the beans before the workshop so each workstation can start without opening shared bags.
Set up one complete workstation for every two to three participants. Each station should have access to an espresso machine, grinder, digital scale, tamper mat, coffee scoop, shot glasses, milk jug and thermometer.
Chill the milk before participants arrive and plan roughly 250 ml per person for milk-based drinks, plus extra if steaming practice is part of the session. Keep spare milk in a cooler rather than leaving it on the reception table.
Provide one coffee cup and one water glass per participant, then add at least 10% extra for breakage or replacements. Coffee pots, thermos flasks and water jugs help keep the tasting and welcome drinks moving between demonstrations.
Buy or prepare the food and serving pieces at least one day ahead. Dessert plates, pastry forks, serving boards and platters are easy to overlook, especially when catering is ordered separately from the coffee supplies.

Frequently asked questions

How much coffee do I need for a barista workshop?: Plan on at least 250 g of roasted coffee beans per participant for tasting and espresso practice. Add another 10–20% if the group is new to espresso or you expect repeated shots during demonstrations.
How many espresso machines do I need for a barista workshop?: Use one espresso machine for every two to three participants if everyone will practise. For a demonstration-led session, one machine may be enough, but allow extra time for a group larger than 10 people.
How much milk should I buy for a barista workshop?: Allow about 250 ml of chilled milk per participant for milk-based drinks and steaming practice. Buy 10–15% extra and keep it refrigerated or in a cooler until it is needed.
What should I prepare the day before a barista workshop?: Order coffee and catering, check the equipment, portion the beans and prepare the worksheets at least one day before. Set up the workstations and chill the milk on the workshop day, before participants arrive.

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